Owner’s access level

The Account Owner (a person that registered the company) has admin access to the portal.
Admin access includes all the features of the purchased subscription plan.

Available account owner tabs and features:

Dashboard – read simple reports of the account.

Contacts
➝ Clients – invite, update, delete – more on  Clients.
➝ Staff – invite, update, delete – more on Staff.
➝ Tax Consultant – invite, update delete – more on Tax Consultant.
➝ Teams – create, read, update, delete – more on Teams.
➝ Vendors – create, read, update, delete – more on Vendors.

Sales
➝ Estimates – create, update, delete, send to clients, convert to project, convert to invoice, clone, approve etc – more on Estimates.
➝ Invoices (Invoices, Recurring Invoices, Retainers, Received Invoices) – create, update, delete, send to client, clone, print, create recurring invoice profile etc – more on Invoices.
➝ Payments (Invoice Payments, Retainer Payments) – create, view, update, delete – more on  Payments.
➝ Products (Tasks, Items, Units) – create items and tasks, update, delete – more on Products.

Purchases
➝ Purchase Orders (Order Request, Purchase Order) – create, read, update, delete – more on Purchase Orders.
➝ Expenses (Expenses, Recurring Expenses) – create, update, delete, clone – more on Expenses.
➝ Depreciations – create, read, update – more on Depreciations.
➝ Expense categories – create, delete – more on Expense Categories.
➝ Mileages – create, update, delete, clone – more on Mileage Tracking.

Time & Projects
➝ Projects – create, update, delete, assign staff members etc – more on Projects.
➝ Time Tracking – log time, track time, use a timer for time counting – more on Time Tracking.
➝ Team Timesheet – track time of staff members, log hours to timesheet of a staff member – more on Team Timesheet.
➝ Team Monitor – more on Team Monitor.
➝ Attendance – access to the attendance monitors of all staff members – more on Attendance.
➝ Absence Calendar – access to the absence calendar of all staff members – more on Absence Calendar.
➝ Department Calendar – access to all department calendars – more on Department Calendar.
➝ Approvals – access to the approval timesheet infos of all staff members – more on Approvals.

Banking – add/remove payment methods – more on Banking.

Reporting – read account reports – more on Reporting.

Quick Toolbox – quick access to create new clients, estimates, invoices, expenses, log hours.

Company settings – customize the account – more on Account Settings.

Profile Settings – change owner information – more on My Profile.

Import

Export

Integrations  – Shoeboxed, Expensify, Quickbooks, Asana – more on Integrations.

How to change the Account Owner

zistemo allows you to change the account owner. You can do it from the user menu -> Subscription:

Click “Change Account Owner”, then choose the user who will be the new account owner.
Note: this list includes only admins, so if you don’t see the needed user in this list it’s probably because you first have to make him an admin on the “Edit Staff” page.

After clicking “Change now”, both you and the user will receive an email confirmation about this action.
Note: once completed this step, the Account Owner will become an admin of this account and will not have access to the Subscription page.

Who is a staff member?

A Staff Member is a user role on zistemo which has limited access to your account.
A “Staff Member” user will have access to the following data:

Dashboard
– available graphs: Invoices sent, Estimates sent, Hours billed (own data), Active projects (the projects where the Team-Member is assigned to and the own unbilled hours), Open Requests (own data), Total hours (own data), Requests (own data), Missing documentation (own data)

Contacts
– Clients – can only see clients list & can’t see financial data on client overview

Purchases
– Purchase Orders (Order Request, Purchase Order) – can create, read, update and delete only own order requests; can read and delete only own purchase orders
– Expenses (Expenses, Recurring Expenses) – can see, create, update and delete only own Expenses
– Mileage Tracking – can see, create, update and delete only own Mileages

Time & Projects
– Projects – can see assigned Projects (where he is a member)
– Time Tracking – can see, create, update and delete only own Timesheets
– Attendance – can see only own data
– Abesence Calendar – can create, read, update and delete only own data

Reporting
– Time Tracking Reports: Timesheet Details, Absenteeism Report, Project Hours, User Presence
– Attendance Report: Absence Report, Attendance Report (own data)

Profile Settings
– can see and update only own profile settings

Import
– can import Expenses

Integrations
– Shoeboxed, Expensify, Asana

How do I invite a staff member?

To invite the staff members to your account go to Contacts ➝ Staff ➝ Add Staff ➝ enter data and choose role ‘Team Member’.

After clicking ‘Save Staff’ the staff member will receive an email invitation to their profile.

Who is a Team Leader and what permission does the role has?

A Team Leader is a user role on zistemo which has limited access to the account. To be more specific, a Team Leader user will be allowed to access the following data:

Dashboard
– all graphs, tables
Note: table ‘Recent Activity’ includes only: Invoices, Estimates tabs.
– Tables – ‘Open Requests’, ‘Requests’, and ‘Missing Documentation’ include only own data

Contacts
– Clients – a leader can only see the list of clients, BUT if you allow your team leader in staff settings “Allow to add/edit clients”, the team leader will be able to add/edit clients -> more infos HERE
– Teams – can read the team where the ‘team leader’ is part of; can read and update the list of members where the ‘team leader’ is the department leader

Sales
– Estimates
– Invoices (Invoices, Recurring Invoices)
– Invoice Payments
– Products List (Tasks, Items, Units)

Purchases
– Purchase Orders (Order Request, Purchase Order) – can create, read, update and delete only own created order requests; can read and delete only own created purchase orders
– Expenses (Expenses, Recurring Expenses) – can create, update and delete his own Expenses. Only sees expenses from users with roles “team member” and “capture data”. Can’t see other team leaders and admins expenses.
– Expense Categories
– Mileage Tracking – can create, update and delete own mileages and see an update, delete mileages of other members, capture data

Time & Projects
– Projects – can see projects where person is project manager, project manager substitute, assigned to as project member and projects where members of his/her department are assigned
– Time Tracking
– Team Timesheet
– Team Monitor
– Attendance – can see only own data
– Absence Report – can create, read, update and delete only own data

Reporting
– Time-Tracking Reports: Timesheet Details, Task Summary, Absenteeism Report, Project Hours, User Presence
– Attendance Reports: Absence Report, Attendance Report
– Project Reports: Project Summary

Profile Settings
– can see and update own profile settings.

Import
– can import Expenses

Integrations
– Shoeboxed, Expensify, Asana, Xero, Quickbooks

How do I invite a Team Leader?

To invite a staff leader to your account go to Contacts ➝ Staff ➝ Add Staff ➝ enter data, choose role ‘Team Leader’.

After clicking ‘Save Staff’, the staff leader will receive an e-mail invitation to his profile.

Advanced Settings for the Role “Team Leader”

Zistemo offers a couple of Advanced Settings for the Role “Team Leader”

Allow ‘Team Leader’ to add/edit clients

If you want, that your employee has ‘Team Leader’ as role, but also with the ability to create and edit clients, just allow it via staff settings:

After enabling the option, your team leader is able to add/edit clients.

Hide Financial Data on client dashboard (Role: “Team Leader”)

You can also enable “hide financial data on client dashboard”. By enabling this option, the “team leader” is not able to see any financial data on clients dashboard:

If option is enabled, following info is dibbled on clients dashboard:

Team Leader should only see invoices/estimates they created

If you want, that your Team Leader can create estimates and invoices, but shouldn’t see all company related estimates/invoices, you can enable the option “Only show own invoices and estimates”. Your Team Leader does only see invoices/estimates they created. To enable it, go to the staff settings:

General Info for all the Roles

Here are the links to the detailed explanations of the zistemo’s Roles and Permissions:

Team Member role, Capture Data role, HR Admin, Administrator role, Account Owner role, Team Leader role.

How do I invite a staff member to the account and then assign him a needed role?

To invite a staff member to the account
go to Contacts ➝ Staff ➝ Add Staff ➝ fill the fields ->Choose the needed role from the dropdown (it can be a Team Member, a Capture Data, An HR Admin, an Administrator, and a Team Leader) and click ‘Save Staff’.

Staff page – data explanation

When you create or edit staff member roles – on the staff member page you’ll see the following data:

• Rate – this is the billing rate for the team member. This rate will be used to bill the clients if their projects are based on hourly staff rates.
  
• Staff cost – this is a salary rate for the staff member. This data will be used to calculate the internal cost of the project. More info here
  
• Role – this is the role of the member. It can be a Capture data (for temporary staff members), an Administrator, a Team Leader, a Team Member or an HR Admin.
• Position – The ’Position’ field is meant to simplify any staff, projects and time overview you’re interested in. Find more infos here

• Avatar – you can upload a photo of the staff member. This will be displayed on messages, invoices, estimates, and the projects overview.
  
• Checkboxes:
  Allow to edit time records – please read more here
  Allow to create and add tasks – please read more here
  Allow to edit clock in / clock out time records for the last x days – please read more here
  Allow to connect attendance time with project time – please read more here 

Working Hours Section – please read more here

• Attendance Time Template – choose the needed one from the drop-down. You can have up to 20 templates, for each user if that’s needed, or just one -Default Configuration. Please make sure the choice is made in the drop-down – more here

• Contact details – here you can enter the address of the staff member.
  
• Assigned projects – here you can assign the projects to your Staff Member – more here

• Staff default settings:
  – Mileage rate: will be used by default for the mileage records created by this user
  – Language: this is the language the member will see in the system in. As to the language changes, the system notifications we will show in the User’s language, but if its a notification that in the same time can receive a few users (as an example, the request to approve vacation, this notification can receive the admin and the department leader) then the text of this notification will be in the company’s language.
  – Internal notes: more here
• Advanced Settings- this is where you can change the cost of your Staff. More here

• Two Factor Authentication – you can set it on this page. More about it here

Note The Advanced Settings and Two Factor Authentication you will see only after you add and save your staff member.

We also have an External Users’ Roles, such as a Client and a Tax Consultant.

You can invite them from the next tab:

• Contacts -> Clients -> Add a Client
• Contacts -> Tax Consultant -> Invite a Tax Consultant

Simply go to ‘Contacts’ ➝’Staff’, select one of your team members and edit the ‘Position’ field with the right position (for instance: Graphic designer, Trainee, Engineer, Account Manager, etc.)
Click on ‘Save staff’ button to save the changes, and you’re done. You can edit this field as many times as you want, just remember to save changes.

The ‘Position’ field helps you save time in three ways:

1. You can easily add staff to your projects and see which role they have.

2. You can see how your team members are distributed across your projects and the roles they have.

3. Create relevant time tracking reports of your team members’ activity and also the role they have, so you have a better understanding of who is doing what, what projects they’re working on and the position they hold.

Just go to ‘Reporting’ ➝ ‘Time-Tracking Reports’ ➝ ‘User Summary’, select a team member from the drop-down list, choose a predefined date range or set your own by picking a ‘Date start’, a ‘Date end’, then press the ‘Update’ button and you’ll see a detailed report of your colleague, featuring the projects he/she is working on, the tasks and the hours logged.

zistemo makes it all simple, fast and relevant, so you can focus on your business.

Staff cost on time entries

Since the actual costs can increase or decrease, zistemo helps you bind staff costs to time entries.
You can add staff costs by simply going to ‘Contacts’ ➝ ‘Staff’, select one employee from the list and edit the field ‘Staff cost’ with the proper value. Then press ‘Save Staff’.

The staff cost is connected to the time entry so you know the actual cost at any given time.
Go to ‘Time & Projects’ ➝ ‘Projects’ and see the costs column for a complete project-based overview.

Change the Staff Cost for Timesheets

Each member of the staff has a staff cost (their salary) allocated,  which is used to calculate the cost of their time spent on projects. You can set the staff cost on the Staff page (Dashboard -> Contacts -> Staff). To change the employee details just click on the name and you will get here:

If you change it, the new cost will only be applied to the newly created timesheets (don’t forget to click save).
But if old cost rates were wrong or if you want to modify an old rate for any reason – you can do it by going to the Staff page->Click Person’s name you’d like to edit -> ’Advanced Settings’ tab -> and click on the ‘Retroactively change Staff Cost’ button.

Now you will see the report with this member of the staff’s timesheets:

Choose the needed time period, projects, tasks for which you want to modify the staff cost:

Enter the needed staff cost to the ‘New Staff Cost’ field and click ‘Update’ to compare old and new data in the table:

To save this new staff cost – click on the ‘Change staff cost’ button:

Hide Staff costs to Team Leaders

If you don’t want your team leaders to see the staff cost on projects, just go to the team leader’s settings and activate “Don’t show staff cost on projects”:

The user won’t see staff costs on the project grid, and has no longer access to project reports.

Team members and data captures don’t see staff costs anyway and for Admins it is crucial to know the staff cost.

You may add an additional administrator to your account. That person can do the same as the account owner except performing the subscription changes. An administrator doesn’t see the Subscription and Reset Data pages, so he cannot buy a zistemo account, change subscription or reset data.
To set a staff member as an Administrator, enter the staff editing page (‘Contacts’ ➝ ‘Staff’) and select the role of ‘Administrator’ in the ‘Role’ drop-down list as shown below. Press ‘Save Staff’ afterward to apply the change.

Please note, if you are an Account Owner, you won’t see the Administrator Role in the ‘View the Application in Different Roles’ dropdown, as it will show you same Dashboard as you have (except the restrictions mentioned above).

Allow to edit other admins

By default admins can’t add/edit other user with admin role. But you can allow admins to edit other admins. When active, this admin can also add new users as admin.

What is a ‘Capture Data’ and what permissions does this role involve?

For the temporary staff on your team, you can use the role Capture data, which is a restricted Team member role. You can use it for new employees which only need to capture or view specific expenses and the time tracking data, with no access or viewing rights to other functions, dashboards or lists (estimates or invoices).
In order to assign someone the new Capture Data role, choose it from the drop-down available on the Edit Staff page (Path: Contacts -> Staff -> choose a staff member and click “edit”).

This how the Capture Data member Dashboard looks like:

Note: A “Capture data” user can only create an expense or log hours, as well as review this info. The access to other data is limited to the following:

Purchases
– Expenses (Expenses, Recurring Expenses) – can see, create, update and delete only own Expenses
– Mileage Tracking – can see, create, update and delete only own Mileages

Time & Projects
– Time Tracking – can see and create own Timesheets, can update and delete them only if access is given, can create tasks on the Time Tracking page if access is allowed  (more here)
– Attendance – access only to the own data
– Absence Calendar – can create, read, update and delete only own data

Reporting
– Time-Tracking Reports – Timesheet Details, Absenteeism Reports, Project Hours, User Presence
– Attendance Reports – Absence Report, Attendance Report (only own data)

Profile Settings – can see and update own profile settings

Import
– Import Expenses

Integrations
– Shoeboxed, Expensify, Asana

How can the role ‘Capture Data’ update time records and create/add tasks?

When you select ‘capture data’, you will see four checkboxes:
– ‘Allow to edit time records’ – it’s checked by default and the user can edit his logged time (only if it isn’t approved or billed yet). If you uncheck it, then the user will not be able to update logged time.
– ‘Allow to create and add tasks’ – it isn’t checked by default and the user cannot add a new task from his profile. If you check it, the user will see links like ‘Add Tasks’ and ‘New Task’ from his profile.
– Allow to edit clock in / clock out time records for the last x days – it isn’t checked by default and the user cannot edit the clock in / clock out time records. If you check it, the user will has the abilit to edit the clock in/clock out time record for the x last days.
– Connect attendance time with project time – it isn’t checked by default. By default it’s unmarked. This box means that the system allows connecting the Project Time (when added manually via Time-Tracking page with start/stop time) and the Attendance Time – please read more here

If you uncheck ‘Allow to edit time records’, you will see an additional option ‘Allow Timer only’:

When you check it, the ‘capture data’ member will have the ability to log time only through the timer and will not be able to log time manually through the Time Tracking.

The viewing rights of Internal Notes are as it follows:
– If you are an Account Owner – you can see and edit notes of All Members
– If you are an Admin – you can see and edit notes of Leaders, Members, “Capture Data” Users
– If you are a Leader – you can see and edit notes of Members and “Capture Data” Users
– If you are a Member or “Capture Data” User – you cannot see any notes.

Assign member on the Staff page

Please note that this feature is only available up to 50 projects. If you’ve more than 50 projects you can’t assign staff to projects on the staff page.

On the ‘Edit staff’ page you can use the ‘Assigned projects’ tab to assign projects (or un-assign) to this specific team member.

Just choose one and click on the ‘Move’ button:

Or even add all:

If the staff member has already logged hours on some project, you will not be able to move that project to the ‘Unassigned’ column (such projects are gray on the list), as you can see in the screenshot below:

When you save the changes you made, this staff member will appear on the Project page as a project member and he will be able to log hours onto this project.

Assign member on the Project page

You can also assign/un-assign members on the ‘Edit Project’ page (Time&Projects -> Projects -> choose a project and click ‘Edit project’):

In the ‘Staff’ block, pick members from the ‘Select a team member’ dropdown.
Note: you can un-assign someone by clicking the cross icon at the end of the line, but if the member has already logged hours to this project – you will not be able to un-assign him/her.

Notify staff member if assigned to project

You can set up that a user will receive a notification when he/she was assigned to a project. First, you can go to the preferences/defaults and activate “user assigned to project”. You can select if your staff should receive the notification via Email, Slack or Bell Notification. These are the default setting (fallback) wich can me overwritten for each staff member individually.

Second, you can go to the staff members page and manage these notifications individually on the staff details “Assigned projects” tab. You can switch it on/off or select other/multiple channels.

Please note that the setting on the staff member page will overwrite the preferences.